RAN February 2015 Meeting Packet

Research Administrators’ Network Meeting
February 12, 2015
2:00-4:00 pm
Michigan League Ballroom
Agenda
Welcome & Introductions [2:00-2:05]
Special Event / Featured Presentation [2:05-2:35]
Shared Services Center Update
§
§
Thom Madden, AST Senior Project Director
Lisa Harris, AST Finance Lead
Professional Development Spotlight [2:35-2:45]
National Council of University Research Administrators
(NCURA)
§
§
§
NCURA 9th Annual Pre-Award Research Administration
(PRA) Conference, March 2-4, 2015, Orlando, FL
NCURA 16th Annual Financial Research Administration
(FRA) Conference, March 5-7, 2015, Orlando, FL
Craig Reynolds, NCURA PRA Co-Chair
Region IV Joint Conference with the International Region in
Chicago April 26-29, 2015
Sue Kelch, NCURA Region IV Chair
Michigan Chapter - Society of Research Administrators
International
§
2015 Chapter meeting in Grand Rapids May 14-15, 2015
Cathy Seay-Ostrowski, MI-SRA President Elect
Break [2:45-2:50]
Networking Activity [2:50-3:20]
"Meet & Greet" with Central Offices--Meet ORSP, Sponsored
Programs, and Shared Services staff
Updates [3:20-3:55]
20 min Office of Research & Sponsored Projects (ORSP)
10 min Sponsored Programs Office
10 min Research Administration Mentoring Program (RAMP↑)
Closing remarks [3:55-4:00]
Ideas for a future meeting?
Contact [email protected]
Welcome!
Research Administrators’ Network
February 12, 2015
Agenda
Special Event / Featured Presentation [2:05-2:35]
Shared Services Center Update
Thom Madden, AST Senior Project Director
Lisa Harris, AST Finance Lead
Professional Development Spotlight [2:35-2:45]
Break [2:40-2:50]
Networking Activity [2:50-3:20]
"Meet & Greet" with Central Offices
Updates [3:20-3:55]
20 min Office of Research & Sponsored Projects (ORSP)
10 min Sponsored Programs Office
10 min Research Administration Mentoring Program (RAMP↑)
Closing remarks [3:55-4:00]
Shared Services Center Update
•  Thom Madden, AST Senior Project Director
•  Lisa Harris, AST Finance Lead
Research Administrators’ Network
February 12, 2015
Agenda
1.  Project Update and Timeline
2.  SOA/GPR Reconciliation
• 
Role of SSC and Unit
• 
Management Reports
• 
Required Supporting Documentation
• 
New eReconciliation Fields
3.  Journal Entry Workflow and Approver Table
4.  Unit Defined Commitments
5.  AP Voucher Approver Table
6.  Questions
4
AST Project Update
Go-live: April 20, 2015
•  Services
–  HR:
•  Time and Leave Administration
•  Employment processing
–  FIN:
•  Travel and Expense
•  SOA/GPR Reconciliation
Winter 2015 Critical Path Timeline January
February
March
April
May
FTMs Target
Move-in
Key Dates
SSC Target Winter
Implementation
Interchanges and Training
Unit Readiness
Retained Org. Implement Phase
Retained Org. Design Phase
Leadership Sign off
SSC People
Readiness
Hiring
FTM engagement activities
Training
Technology
Build, test and implement
Management Reports
Campus Engagement
Build and Test
SSC Service Management
Update Partnership Agreement
6
June
SOA/GPR Reconciliation
The Role of SSC in SOA Reconciliation
1.  The Shared Services Center (SSC) will reconcile exception
transactions to ensure the completeness, accuracy and validity of the
General Ledger (GL)
2.  The SSC will notify units via email to request missing source
documents or ask for clarification on existing documentation
3.  The SSC will notify units by the 10th business day of each month that
their unit’s reconciliation is complete and they should review the
management report “Reconciliation Detail”
8
Exception Transactions
The SSC will be reconciling exception based transactions. Each night, a
worklist will be populated with transactions that have been flagged as
exceptions from which the SSC will work.
Examples are transactions that:
• 
Have not been approved in another system
• 
Don’t meet threshold rules
• 
Approver doesn’t match
• 
Require reconciliation
9
Transactions
If a transaction is auto-reconciled, the unit does not need to reconcile it.
Exception: Cash Receipts and Student Financial data are marked reconciled for SSC
purposes, but the unit is still responsible to reconcile and per Internal Control guidance and to
review, and update accordingly, their processes as part of the annual Gap Analysis
certification. Units should also ensure SOA activity is accurate.
Units may utilize the following reports as part of their reviews:
Cash Receipts
M-Reports:
•  Cash Deposit Controls
•  Credit Card Controls
Business Objects:
•  CMB Treasurer’s Office Certification Courses Report
•  FN03 JrnlDetail Deposit Management Report
•  FN03 JrnlDetail Merchant Management Report
SOA:
•  Ensure levels on SOA are consistent with cash/checks
received and deposit activity
•  M-Report – Fin Yearly Trend
10
Student Financials
M-Pathways:
•  Statement of Activity Aid Disbursement
Detail
•  FAIT Set-Up Report
•  Award Activity Report
•  Weekly Disbursement Data from Batch
Run Report
•  Authorization Failure Report
Business Objects:
•  Statement of Activity Aid Disbursement
Detail
SOA:
•  Ensure agreed amount of Financial Aid
(intended recipient, amount and
founding source) are accurately
reflected on the SOA
•  M-Report – Fin Yearly Trend
Transactions
11
Transactions
12
The Role of the Units in SOA Reconciliation
1.  Units will be responsible for reviewing management reports to look
for abnormal patterns and trends to identify unexpected payments.
2.  Units will be responsible for supplying SSC with supporting
documentation as requested.
3.  Units will be responsible for responding when SSC communicates
regarding reconciling transactions.
13
SOA Management Reports
Management Reports
Informative Reports
• 
Five Year Trend
• 
Approver Table Roles
• 
Yearly Trend
• 
• 
Payroll Five Year Trend
Total Picture Effort Report by
Project Director
• 
Payroll Yearly Trend
• 
• 
Procurement Yearly Trend
Journal Entries Pending
Approval
• 
Procurement Spend Report
• 
Procurement Five Year Trend
• 
Student Financial Activity
• 
Service Unit Billing Yearly
Trend
• 
Service Unit Billing Five Year
Trend
• 
Reconciliation Detail
• 
Combined Activity Report
(Available now for P/G’s)
14
Error Reports
• 
JE’s Initiated by Outside
Department/ Department
Group
• 
Payroll Funding Dept/
Appointing Dept Mismatch
• 
Payroll Pay Estimates
Compared to Actual Pay
Supporting Documentation Requirements
Most transactions have supporting documentation attached. For transactions
without supporting documentation:
•  Units will be required to send supporting documentation via online form for:
•  PO Vouchers between $1,500 and $10,000 – confirm receipt of goods
and services
•  Shortcode hosting expenses – complete online Hosting form
•  Units may upload support to eReconciliation.
•  When reconciling, SSC may request supporting documentation via email.
Note: Shortcode hosting expenses occur when using a shortcode to pay for
hosting expenses.
15
Supporting Documentation Online Form
16
Responding to notifications from the SSC
Supporting
documentation may
be requested by SSC.
SSC will send the Unit
an email with a link to
Case Self Service.
Units can attach the
support here.
17
SOA100
Responding to notifications from the SSC
If you receive an email from the SSC
requesting supporting documentation
for a transaction:
•  Click on the link in the email
•  Upload the supporting
documentation
•  Provide written notes in case to
clarify or confirm a transactions
accuracy
*NOTE: Please respond to requests
from the SSC within 3 business days
18
SOA100
New eReconciliation Fields
19
eReconciliation Changes
eRecon has been restructured to be viewed using any combination of:
•  Fund
•  Department
•  EmplID
•  Project Grant
•  Journal ID
•  Program
•  Journal date range
In-scope units will have view only access in eRecon. This will allow you to
view the status of a transaction, and to add notes or supporting
documentation.
20
eReconciliation Changes
21
eReconciliation Changes
Status – Field used to identify the state of a transaction’s reconciliation
•  1 WIP – SSC is working to reconcile the transaction
•  2 New – SSC has not started to reconcile
•  3 Pend Unit – The transaction is pending a unit response
•  4 Pend SSC – The transaction is pending SSC (Ex: JE is being written)
•  5 Complete-0 – SSC has reconciled the transaction
•  6 Complete-A – The transaction was reconciled automatically
•  7 Pend Pay – The transaction is pending a Payroll response
22
eReconciliation Changes
SOA Exception Type – System assigned value based on auto-reconciliation rules.
Used by SSC to identify why a transaction could not be auto-reconciled.
•  AN – Approver Null – There is no approver on the transaction
•  OT – Over threshold – The transaction is above the specified threshold
•  AF – Approver Failed – The approver on the transaction does not match the
approver on the approver table for the department ID
•  RR – Reconciliation Required – Reconciliation is required for this transaction
type
23
eReconciliation Changes
GPR Exception Type – System assigned value based on auto-reconciliation rules.
Used by SSC to identify why a transaction could not be auto-reconciled.
• 
CR – Comp Rate – Comp rate on pay check doesn't match comp rate on job data
• 
AP – Additional Pay – Additional pay doesn't match additional pay workflow or additional pay entered in HR system
• 
PL – Payline – Direct entry by Payroll Office into the M-Pathways Payline page, which feeds into an employee's
paycheck.
• 
TS – Timesheet Shortcode – DeptID of override shortcode on Timesheet page doesn't match the DeptID of the Empl
Record Number for the job from which the employee is being paid.
• 
TA – Time Approver – Approver's DeptID doesn't match the DeptID of the Empl Record Number for the job from which
the employee is being paid.
• 
TE – Time Reporting Code/Earn Code not equal – The time reporting codes/hours on the timesheet page don't match
the earnings codes/hours on the employee's paycheck.
24
eReconciliation Changes
Resolution Type – Field used to identify how a transaction needing to be
reconciled was resolved.
•  CA – Confirmed as accurate
•  JE – Journal entry required
•  ST – Salary Transfer
•  TA – Timesheet Adjustment
•  OCP – Off-Cycle Payment
•  APC – Additional Pay Correction
•  OTH – Other
25
eReconciliation Changes
Reason Code – Field used to determine why transaction was not “Confirmed as
accurate.” Required when Resolution Types of “Other” or “JE” are selected.
•  IAP – Incorrect approver – The approver was not the right person to approve the
transaction
•  ICF – Incorrect ChartField – The wrong chartfields were used
•  IPM – Incorrect purchasing method – The wrong purchasing method was used
•  OTH – Other
Note: Reason codes do not apply to GPR transactions
26
eReconciliation Changes
Assigned Reconciler – Uniqname of the person assigned in SSC to
reconcile the transaction
27
Journal Entry Workflow
28
How are Journal Entries Processed?
JE’s are entered in M-Pathways by creating a JE online, or by uploading a
JE data file.
Units will have the option to:
•  continue processing JE’s in their Unit
•  request SSC to process a JE at any time using an online form
29
How to Request a JE from SSC
SSC
Creates the JE
Complete online form and
The Unit will receive
submit to the SSC to create a
CREATE
JE
notification from M-
JE with supporting
Pathways when the JE
documentation attached
has been posted
UNIT
30
SOA101
Journal Entry Online Request Form
31
SOA101
NEW Journal Entry Roles
The following roles identify the individual performing the task to request, post,
and approve the journal entry:
•  Requestor - Identifies the need for a journal entry (usually someone in
the unit, or is the person the SSC works with during the reconciliation
process who confirms a JE should be written
•  Creator - Uploads or enters the JE online
•  Approver - Determines the accuracy and appropriateness of the
transaction before the JE is posted to the GL (the unit's assigned
approver)
•  Ad Hoc Approver – An additional approver step in M-Pathways
before the JE can be posted to the GL. This is optional.
Note: To ensure separation of duties exist, the Requester cannot equal the Approver
32
Supporting the Journal Entry
Providing appropriate support for a financial transaction is an essential
element of internal control.
There are two methods for supporting a journal entry:
•  Journal entry descriptions
•  Attaching supporting documentation
Note: Units will no longer need to submit cover sheets / hard copy supporting
documentation for Sponsored JE’s.
33
Approving the Journal Entry
Today:
Tomorrow:
•  All JE's are manually
•  JE's are electronically routed for approval
routed for approval
if there is a line over $10,000
•  JE’s under $10,000 units should review
management reports
•  SSC will reconcile JE’s where the DeptID
on the line is different than the
Requester’s Appointing DeptID
•  SSC will perform a random audit of JE’s
under <$10k
34
Approving a Journal Entry
Approvers should review the JE to confirm it is:
•  Appropriate
•  Accurate
•  Legitimate within university guidelines
•  Has proper chartfield combination
•  Contains proper supporting documentation
35
SOA101
Journal Entry Notifications
•  Approver will receive Approval Required notification
•  Reminder email is sent 3 business days prior to month-end
if JE is not approved
•  Creator will receive JE Approved notification which identified
that the JE has been approved and is ready to be posted
•  Requester will receive JE Posted notification which identifies
that the JE has been posted to the GL
36
Unit Defined Commitments (UDCs)
AKA
Encumbrances
37
Unit Defined Commitments (UDCs)
Today:
Tomorrow:
•  UDCs are created and
•  UDCs can be created and released in the
released in the unit
unit or by the SSC
•  Units can request the SSC create the
UDC via an online form
•  The SSC will notify units of the UDC ID#
when created
•  Units will provide that ID# when
requesting the UDC be released (unless
release date was initially provided)
38
How to Request a UDC from SSC
UNIT
SSC
Complete online form and
CREATE
UDC
submit to the SSC to create a
UDC with supporting
documentation attached
Creates the UDC and
notifies the Unit with the
UDC ID#
Complete online form
RELEASE
UDC
requesting release of the UDC
39
with UDC ID# noted and
Releases the UDC and
submit to the SSC
notifies the Unit
UDC Online Request Form
40
SOA101
AP Voucher Approver Table
41
AP Voucher Approvals
Today:
Tomorrow:
•  These transactions are sent
•  Transactions will be electronically routed for
ONLY to department Manager for
approval based on the setup of the unit’s
approval
Approver Table (if used by department
• 
PO’s -approval $10,000 or greater
• 
All payment requests (non-PO’s)
• 
Discrepancy vouchers
• 
Positive Adjustment Vouchers
($500)
manager)
• 
PO’s -approval $10,000 or greater
• 
All payment requests (non-PO’s)
• 
Discrepancy vouchers
• 
Positive Adjustment Vouchers ($500)
•  Vouchers between $1,500 and $10,000 will
be reconciled by the SSC.
•  Vouchers where the approver does not
match the approver table will be reconciled
42
by the SSC.
AP Voucher Approver Table
43
Questions?
44
Professional Development
Spotlight
2:35-2:45
•  National Council of University Research Administrators (NCURA)
• 
• 
9th Annual Pre-Award Research Administration (PRA) Conference, March 2-4, 2015, Orlando, FL
16th Annual Financial Research Administration (FRA) Conference, March 5-7, 2015, Orlando, FL
• 
• 
Craig Reynolds, NCURA PRA Co-Chair
Region IV Joint Conference with the International Region in Chicago, April 26-29, 2015
• 
Sue Kelch, NCURA Region IV Chair
•  Michigan Chapter – Society of Research Administrators International
• 
2015 Chapter meeting in Grand Rapids, May 14-15, 2015
• 
Cathy Seay-Ostrowski, MI-SRA President Elect
Break
2:40-2:50
Networking Activity
2:50-3:20
ORSP Update
Craig Reynolds
Associate Director
Research Administrators Network
February 12, 2015
News you can use…
•  NIH Updates
–  Genomic Data Sharing Policy (9/19/14 RAP)
–  New Biosketch Format (12/3/14 RAP)
–  Salary Cap Now $183,300 (2/5/15 RAP)
•  NSF Updates
•  Revised PAPPG (12/3/14 RAP)
•  Automated Compliance Checks (2/5/15 RAP)
Ask and ye shall receive…
•  Request ORSP Action
(12/19/2014 RAP)
–  Option to email recipients
–  Available to approvers in admin home
•  ORSP Response to Requested Action
(eff. Feb 23)
–  Value neutral
–  Flag added for sponsor approval pending
Coming to a PAF near you…
•  Research Performance Progress Report
(12/19/14 RAPid)
–  ORSP Begin RPPR Process
–  Project Team Request RPPR Review
–  RPPR Submitted
Coming to a PAF near you…
•  Export Controls
–  Revised Question on PAF (Dec. 19 RAPid)
–  New follow up questions from EC Officer
•  “Managed Foundation” in PAF workspace
Life just keeps getting better and
better…
•  Hardship Policy Update (eff. Feb 23)
•  PEERRS Training Requirements
or so you thought…
•  Uniform Guidance (12/18/14 RAPid)
or so you thought…
•  Uniform Guidance (12/18/14 RAPid)
Sponsored Programs Update
Debbie Talley
Director of Sponsored Programs
Research Administrators’ Network
February 12, 2015
Sponsored Program Updates
•  AST April 2015 implementation impact on
sponsored project grants
•  Name change in eRPM
•  Budget reallocation process
•  Audits
•  Staff updates
AST April 2015 implementation
impact on sponsored p/gs
•  Journal entries
–  Sponsored coversheet is no longer required
–  Journal entry must be complete and include
support prior to being submitted in Mpathways
•  Chartfield maintenance moving to SSC
–  New state in eRPM called SSC processing
Name change in eRPM
•  References to “FinOps” will be changed to
“Sponsored Programs” throughout eRPM
(eff. Feb 23)
–  Will impact both state and activity names
Budget Reallocation
•  Pilot phase is complete, in full production
mode
•  Customer service staff will reach out to
units still using old process
•  Questions on process – reach out to
customer service accountant
Audits
•  A-133 audit close to completion
–  1 finding specific to research and
development; travel charged to wrong project
grant
•  NSF data analytics audit coming soon
–  Covers all NSF projects for period 10/1/2011
– 9/30/2014
–  Watch for communications
Staff updates
•  9 new staff in Reporting area
•  Chad Heiser moved to Jake Schlag’s
position
•  Mary Swatek moved to Chad Heiser’s
position
Research Administration
Mentoring Program
(RAMPñ) Pilot Update
Lisa Rabaut
Program Coordinator
Research Administrators’ Network
February 12, 2015
RAMPñ
Office of Research and Sponsored Projects
A Single Access Portal
and
Sponsored Programs
RAAC Training
Subcommittee
RAAC Process
Subcommittee
RAAC
Communications
Subcommittee
RAMPñ
RAAC Metrics
Subcommittee
Research Administration Advisory Council (RAAC)
Training Subcommittee
Mentoring Program Advisory Committee
Task Group that Developed
RAMP↑
Mentoring Program Advisory Council
●  Lea Tune, Chair - Sponsored
● 
Lea
Tune,
Chair
Sponsored
●  Lea Tune, Chair - Sponsored Programs
Programs
Programs
●  Heather Hazzard - SNRE
●  Heather Hazzard - SNRE
● 
Mindy
LaRocca
College
of
●  Mindy LaRocca - College of Engineering ●  Mindy LaRocca - College of
Engineering
●  Sharyn
Sivyer - ORSP
Engineering
● 
Sharyn
Sivyer
ORSP
●  Lisa Rabaut, RAMP↑ Project Coordinator - ● 
ORSP
Sharyn Sivyer - ORSP
●  Yvonne Sturt - ORSP and
●  Lisa Rabaut, RAMP↑ Project
Sponsored Programs
Coordinator - ORSP
•  Applications were released in August 2014 and were due in September 2014
•  Selections were made in October 2014
•  Orientations were held in October and November 2014
RAMPñ
How our mentoring program works
Program Overview
•  Will run 9 months •  Future Cohorts (September - May)
•  40 pilot participants = 20 matched pairs
•  Mentors have > 5 years of research administrative experience at UM •  Mentees have > 6 months of research administrative experience at UM
•  In-person meetings - 1 hour per month minimum
•  Optional: •  Phone calls
•  Emails
•  Additional meetings
RAMPñ
The Pilot Cohort
Mentor
Mentee
Mentor
Mentee
Kristi Rork
Allison Krusky
Brenda Phillips
Kathleen Kuhn
Anita English
Tedi Engler
Beth Talbot
Cindy Shaw
Jacqui Grisdale
Karen Alameddine
Nicholas Prieur
Rick Baker
Elaine Meinzer
Dhammika
Dewasurendra
Jeffrey Kolodica
Jana Deatrick
Lori Harris
Christopher
DeVries
Janice Robb
Sarina Davis
Lori Bowden
Linda DeLuca
Craig Reynolds
Kellie Buss
Terri Maxwell
Karrie Black
Kathy Devereux
Hongyun Theros
Michelle Beaudry
Janet Riggs
Rick Krause
Mary Stewart
Roxanne Eby
Kristen Hallmann
Diana Armistead
Rebecca Rennells
Annmarie Thomas Alan Phlipot
Melissa Schon
Lekisha Maxwell
RAMPñ
Why participate?
Mentors said:
Mentees said:
“This is a way to keep
current…”
“I have a passion for
research…”
“I want to connect and share
with others…”
“I want to provide the
highest quality
administration…”
“I know it can be
overwhelming…”
“I have been mentored…I
look forward to passing on
that knowledge to others…”
“I wished there were
mentors available when I
was learning…”
RAMPñ
“I want to develop my
skills…take advantage of
expertise and learn the
ropes…”
“I want to positively impact
my department…”
“…someday I want to be a
mentor…”
“…to share my excitement…
for research administration.”
“I want to exceed the
expectations for my
position…”
Mentors benefit by…
•  Demonstrating commitment to the organization, profession and the mentee
•  Achieving fulfillment and satisfaction from helping others
•  Improving communication skills and leadership competencies
•  Providing an opportunity to share organizational knowledge
•  Broadening professional networks
•  Gaining exposure to new perspectives
RAMPñ
Mentees benefit by…
•  Developing professionally and broadening exposure to potential career paths
•  Increasing understanding of organizational politics and culture
•  Developing creative and independent thinking
•  Engaging socially and professionally
•  Boosting self-confidence
•  Expanding professional network
RAMPñ
What has been the most valuable aspect of RAMPé?
MENTEES:
•  “It really helps to have an experienced person to answer questions, give guidance,
teach me about university protocol and give career advice. She has been able to assist
me not only with day to day job tasks but also with advocating for myself and creating a
positive work environment.”
•  “To connect with someone that was able to help me when I was confused about
something, or to just brainstorm with. My mentor would offer suggestions or helpful
criticisms on how to make processes more efficient.”
MENTORS:
•  “It's been very rewarding to pass along my knowledge to someone new to the field. It
solidifies in my mind my abilities and my value to the organization.”
•  “Being in central office, I find it valuable gaining insight into how relatively new research
administrators understand (or don't understand) the wider U-M research admin
enterprise.”
RAMPñ
Interested in participating?
•  Applications are anticipated to be made available in late spring 2015
•  The application deadline will likely take place in July 2015
•  The program will likely start in September 2015 and conclude in May 2016
•  Stay tuned for more details in the Research Administration Post (RAP)!
RAMPñ
Questions? Contact:
Lisa M. Rabaut
Program Coordinator for RAMPé
[email protected]
734-764-7243
RAMPñ
Closing Remarks
3:55-4:00